Credit Management Module: Data/Information Submission Guide

Welcome to Trade Shield! This guide provides the essential information needed to prepare and submit the data required for the set-up of your Credit Management Module.

Information Needed for Limit Review Workflow

To configure your credit limit review workflow, we will require the following assets:

• Company Logo
• Link to your company's privacy policy
• Approval Process (Speak to your Customer Success Manager for a workflow approval process template)

Ageing and Customer Masterfile Data Information Needed

1. Ageing, Net Sales Value, and Masterfile data can be shared as one file, two files (typically combining Ageing and Net Sales Value) or three separate files, as long as each file contains the customer account number for matching.
2. The data should include the below information. Fields marked with * are mandatory:

• Customer Account Number *
• Customer Name *
• Payment Terms *
• Payment Term Description
• Credit Limit *
• Customer Registration Numbers/VAT Numbers (Both if available) or ID Numbers (For sole proprietors) *
• Ageing Buckets * (e.g. current, 30, 60, 90, etc)
• Net Sales Value (Month to Date)
• Currency (Mandatory if there are values in your ageing other than ZAR)
• Business Unit/Division
• Branch/Region
• Account Personnel
• Credit Personnel
• Sales Personnel

1. To further enhance the accuracy of your limit recommendation and customer insights, Accounts Receivable (AR) transaction data can also be shared. This enables Trade Shield to analyze customer payment behavior and identify trends. AR data may include:

• Days Sales Outstanding (DSO) per customer
• Customer/debtors ledger extracts
• Payment history and average days to pay
• Transactional data (e.g. amounts, transaction dates, payment allocations)

Initial Submission of 12-Month Historic Ageing

1. Please share more than 12 months of historic data if it is available.
2. Your initial submission should include the latest 12 months of historic month-end ageing. Each month-end report can be a separate file or included as a separate tab in the same spreadsheet.
3. If you are conducting a Proof of Concept (POC) with Trade Shield, please submit this information with your Sales Executive in copy.

Ongoing Submission of Ageing and Master File

1. Ongoing data can be submitted directly to filesubmissions@tradeshield.ai with your Customer Success Manager in copy, or via your designated SFTP folder.
2. Data can be submitted on a monthly, weekly, or daily frequency. We recommend sharing data as frequently as possible (weekly or daily). If you have customers with 7-day payment terms, we recommend a minimum frequency of weekly submissions.
3. A month-end file must be submitted each month. This is the minimum requirement for Trade Shield to successfully host and update your platform.
4. Ongoing data should always be submitted between 17h00 and 18h00 (SAST).